Process Docs for Virtual Coffee Newsletter

.github/ISSUE_TEMPLATE/newsletter.yml

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+name: "Monthly Newsletter Preparation Docs"
+description: "Track the collection of relevant items for the Virtual Coffee monthly newsletter"
+title: "VC Newsletter: {MMMM} - {yy}"
+assignees:
+  - tkshill
+labels: ["Newsletter"]
+body:
+  - type: markdown
+    attributes:
+      value: |
+        ## Monthly Newsletter Preparation Docs
+
+        Use this issue to track the collection of relevant items for the Virtual Coffee monthly newsletter. This issue will live in the Newsletter project and help us work toward organizing everyone for publication day.
+  - type: input
+    attributes:
+      label: Year
+      description: The year for which this newsletter is being prepared
+      placeholder: "2024"
+    validations:
+      required: true
+  - type: dropdown
+    attributes:
+      label: Month
+      description: The month for which this newsletter is being prepared
+      multiple: false
+      options:
+        - "January"
+        - "February"
+        - "March"
+        - "April"
+        - "May"
+        - "June"
+        - "July"
+        - "August"
+        - "September"
+        - "October"
+        - "November"
+        - "December"
+      default: 0
+    validations:
+      required: true
+  - type: input
+    attributes:
+      description: What our recipients will see as the subject line of the email
+      label: Email Subject
+  - type: input
+    attributes:
+      label: Email Subheader
+      description: A brief subheader to the subject line, providing a bit more context or detail.
+  - type: textarea
+    attributes:
+      label: Email Introduction
+      description: A brief introduction to the recipient, with a brief synopsis of the month's major events and themes.
+  - type: textarea
+    attributes:
+      label: Gratitude Shoutouts
+      description: Shoutouts from community members to other community members or groups for suppor they've received or work they've done. We use FIRST NAMES ONLY here to preserve member privacy.
+  - type: textarea
+    attributes:
+      label: Recap
+      description: A brief recap of the last month's major events, themes, and milestones.
+  - type: textarea
+    attributes:
+      label: Community News and Monthly Challenge
+      description: Any news or updates from the community, including new members, new projects, or other relevant information. Monthly challenges should be included here.
+  - type: textarea
+    attributes:
+      label: Events
+      description: A list of events that are schedules to occur in the next month, including dates, times, and any other relevant information.
+  - type: textarea
+    attributes:
+      label: Podcast Episodes
+      description: A list of podcast episodes that have been released in the last month, including any relevant links or information.
+  - type: textarea
+    attributes:
+      label: Member Content Highlights
+      description: A list of content created by community members that has been highlighted or featured in the last month.
+  - type: textarea
+    attributes:
+      label: Member Wins
+      description: A list of wins or accomplishments from community members in the last month. We use FIRST NAMES ONLY here to preserve member privacy.
+  - type: textarea
+    attributes:
+      label: Member Content Projects
+      description: A list of projects that community members are working on, including any relevant links or information.
+  - type: textarea
+    attributes:
+      label: Open Source Projects
+      description: A list of open source projects that community members are working on or VC endorses, including any relevant links or information.
+  - type: checkboxes
+    id: qa-checklist
+    attributes:
+      label: QA checklist
+      description: "Check off/fill in the items below as they are received/updated. Any notes or attachments should be added as comments on the issue."
+      options:
+        - label: All fields have been filled in.
+        - label: All fields have been reviewed by editor for content, tone, accuracy, and completeness.
+        - label: Newsletter issue has been reviewed on launching platform for visual consistency.
+  - type: markdown
+    attributes:
+      value: "### Additional Info"
+  - type: markdown
+    attributes:
+      value: |
+        Any additional discussion, information or attachments should be added as comments on this issue.

newsletter/README.md

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+Welcome to the Virtual Coffee Newsletter docs! **Thank you all for supporting Virtual Coffee!**
+
+## What is the Virtual Coffee Newsletter?
+
+The Virtual Coffee Newsletter is a monthly publication that shares updates, news, and resources from the Virtual Coffee community.
+
+The newsletter is created by the Newsletter Team Leads and our Maintainers.
+
+The newsletter is shared with the Virtual Coffee community via email and is also available on the [Virtual Coffee website](virtualcoffee.io.)
+
+The newsletter is typically published on the first Monday of each month. The newsletter is usually put together in the week leading up to publication.
+
+> [!NOTE]
+> A word on platform. The newsletter is currently published using Mailchimp, however, the platform may change in the future. These docs have purposefully been written to be platform-agnostic. Platform specific instructions may be added in the future by the newsletter team.
+
+## What Roles are Required for the Newsletter?
+
+The following roles are required for the newsletter:
+
+### Newsletter Team Lead(s)
+
+The team lead is responsible for coordinating the newsletter team, setting deadlines, and ensuring the newsletter is published on time. They oversee all aspects of the newsletter creation process and report to the Communications Maintainer. The team lead gives the final approval for the newsletter before release. They support the other members of the team in helping them complete their tasks and ensure the newsletter is of high quality. The team lead can recommend other members of the community in the newsletter creation process as needed.
+
+### The Editor
+
+The editor is responsible for editing the newsletter content, ensuring it is clear, concise, and free of errors. The editor works closely with the team lead and contributors to ensure the newsletter is of high quality. The editor checks both the content of the newsletter and also the design, accessibility, and formatting of the final publication. The editor also coordinates with other relevant contributors to ensure content is accurate and up-to-date.
+
+### Reporters
+
+Reporters are members of the Virtual Coffee community who submit content for the newsletter. Reporters can submit articles, updates, resources, and other content for consideration in the newsletter. Reporters work with the team lead and editor to ensure their content is suitable for publication.
+
+### Designer
+
+The designer is responsible for creating the visual design of the newsletter. The designer works with the editor and team lead to create a visually appealing and accessible publication. The designer ensures the newsletter is easy to read, engaging, and shares the design principles of Virtual Coffee.
+
+### Engineer
+
+The engineer ensures the content distribution process is working correctly. They ensure the newsletter can be easily edited, and modified, and that the publication process is smooth. The engineer works with the team lead and editor to ensure the newsletter is published on time and without errors. They may develop tools, automations, or processes to streamline the newsletter creation process.
+
+### Archivist
+
+The archivist ensures the newsletter content is also shared on the Virtual Coffee website. The archivist works with the team lead and editor to ensure the newsletter is archived and accessible to the community. The archivist may also help with other tasks related to the newsletter publication process.
+
+## Who do I contact if I have questions about the newsletter?
+
+If you have questions about the newsletter, please reach out to the Newsletter Team Leads or the Communications Maintainer. They can help you with any questions you may have about the newsletter, the publication process, or how to contribute.
+
+## How can I contribute to the newsletter?
+
+If you would like to contribute to the newsletter, please reach out to the Newsletter Team Leads or the Communications Maintainer. You can submit articles, updates, resources, or other content for consideration in the newsletter. You can also volunteer to help with editing, design, or engineering tasks.
+
+## Newsletter Creation Procedure
+
+The newsletter creation process typically follows these steps:
+
+### Step 1: Issue Creation
+
+The Editor creates the next month's newsletter issue in the contributors repository right after the current month's newsletter is published. This issue has a template with the sections that need to be filled in.
+
+### Step 2: Content Submission
+
+The Reporters submit content for the newsletter in the issue discussion thread. The Editor and Team Lead review the content and provide feedback if necessary. At the time of writing this guide, there are several recurring content sections which get updated each month. These include:
+
+#### Meta Text
+
+This includes the email Header, Subheader, and Introduction. Typically written by the Editor, this section welcomes readers to the newsletter and provides an overview of the content. Usually mentions the monthly challenge and a call to action.
+
+#### Recap of last Month
+
+A summary of the last monthly challenge and any major community highlights
+
+#### Current Monthy Challenge
+
+A description of the current monthly challenge, with a link to the challenge page on the website and any other relevant resources. Coordination with the Monthly Challenge Team is required to obtain this information.
+
+#### Upcoming Events
+
+A list of upcoming events, workshops, and other community activities. Coordination with the Events Team is required to obtain this information.
+
+#### Gratitude Shoutouts
+
+A list of shoutouts from the community to other members. These are typically submitted by members and are included in the newsletter to show appreciation for the community. Usually sourced from the community Slack, especially the #gratitude, #happiness, and #general channels during async check-ins.
+
+#### Weekly Events
+
+A summary of the weekly events that are going to take place in the community. This includes a summary of the weekly check-ins, coffee table groups, and other community activities. Coordination with the Events Team is required to obtain this information.
+
+#### Member Wins
+
+A list of member wins from the community. These are typically submitted by members and are included in the newsletter to celebrate the achievements of the community. Usually sourced from the community Slack, especially the #goals-and-wins channel during async check-ins.
+
+#### Member Content
+
+A list of content created by members of the community. This includes blog posts, podcasts, videos, and other content. Members can submit their content for inclusion in the newsletter. Usually sourced from the community Slack, especially the #member-content channel.
+
+### Podcast Episodes
+
+A list of podcast episodes featuring members of the community. This includes episodes of the Virtual Coffee Podcast and other podcasts that feature Virtual Coffee members. Coordination with the Podcast Team is required to obtain this information.
+
+### Step 2.5: Less Frequent Content
+
+Some content sections are not updated typically updated every month because they change less frequently or are dependent on external factors. These include:
+
+#### VC Affiliated Open Source Projects
+
+A list of open-source projects affiliated with Virtual Coffee. This includes projects that are maintained by Virtual Coffee members or are related to the community in some way. Coordination with the Open Source Team is required to obtain this information. Typically edited and updated during the Virtual Coffee Hacktoberfest Initiative, or at the request of a member\*.
+
+> [!NOTE]
+> Any open source project featured here **must** be approved by the VC team according to our open source checklist and guidelines.
+
+#### Member Ongoing Initiatives
+
+A list of ongoing initiatives by members of the community. This includes projects, collaborations, and other activities that members are working on. Members can submit their initiatives for inclusion in the newsletter. Usually sourced from member requests or proposed additions by the newsletter team.
+
+> [!NOTE]
+> The above sections are subject to change and may be updated based on community feedback and needs. The Editor and Team Lead will work with the community to ensure the newsletter content is relevant and engaging.
+
+### Step 3: Content Review and Editing
+
+The Editor reviews the content submitted by the Reporters and provides feedback. The Editor ensures the content is clear, concise, and free of errors. The Editor also ensures the content is suitable for publication and aligns with the Virtual Coffee values and guidelines.
+
+### Step 4: Upload Content to Newsletter Platform
+
+The Engineer uploads the content to the newsletter platform. The Engineer ensures the information has been placed in the correct sections and that the newsletter is ready for publication.
+
+### Step 5: Design and Layout
+
+The Designer makes any necessary design changes to the newsletter. This includes any styling, layout, or visual elements that need to be added.
+
+### Step 6: Final Review
+
+The Editor reviews the final version of the newsletter to ensure it is ready for publication. The Editor checks for any errors, inconsistencies, or other issues that need to be addressed. Once done, the Editor hands is off to the Team Lead for final approval.
+
+### Step 7: Publication
+
+The Team Lead gives the final approval for the newsletter to be published. The Engineer publishes the newsletter on the designated date and time. The newsletter is shared with the Virtual Coffee community via email and is also available on the Virtual Coffee website.
+
+### Step 8: Post-Publication
+
+The Newsletter content is also shared on the Virtual Coffee website. The Archivist submits a PR to the Virtual Coffee website repository to add the newsletter content to the website.
+
+## Additional Notes
+
+### Member Privacy
+
+The newsletter team **must** respect the privacy of all Virtual Coffee members. Private information of any individual should not be shared in the newsletter without the _explicit consent of the member_. If you are unsure about whether something should be included in the newsletter, please reach out to the Communications Maintainer for guidance. Every member has the right to privacy and should feel safe and respected in the Virtual Coffee community.
+
+Any member can request that their information not be included in the newsletter.